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Approved September 2017 Board Minutes

October 16, 2017

Kansas City Barbeque Society

Board of Directors’ Approved Minutes

September 13, 2017

7 PM CST

 

 

Call to Order and Roll Call:  Mike Hays called the meeting to order at 7:05 PM.

Mike Peters,  Dennis Polson,  Mike Hays, Mike Richter,  Sandy Fulton, Wayne Lohman,  Arlie Bragg, Randall Bowman,  Joe Otto,  Michael McDearman,  Phillip Brazier

KCBS Office:  Carolyn Wells, Kim Collier

MMA:  Mike McCloud

Board pledge:

                Recognizing barbeque as America’s cuisine, the mission of the Kansas City Barbeque Society is to celebrate, teach, preserve and promote barbeque as a culinary technique, sport and art form.

                I accept my duties as a KCBS director to further the KCBS mission so that truth, justice, excellence in barbeque and the American way of life may be strengthened and preserved forever.

Call In:  Chris Mitchell representing Smoke on the Harbor BBQ Competition.

Mike Peters:  Request for Closed Session discussion with multiple vendors to discuss KCBS website and technology.

Sandy Fulton moved and Wayne Lohman seconded that we go into Closed Session at 7:25 PM CST.  Motion carried.

 

Closed Session Agenda:


Mike Peters:

1.  Discussion with multiple vendors to discuss KCBS website and  technology.

2.  Discussion concerning a KCBS contract with motion following.

3.  Great American Cook Out Tour

 

Randall Bowman:  

1.  Relationships with Partners.

2.  Proposal for potential By Law change

                                                                               

Michael McDearman: 

1.   Discussion  of the Education Foundation and KCBS structure. (Tabled until October Board Meeting).

Motion was made by Mike Peters and seconded by Mike Richter to go into Open Session at 11 PM CST.  Motion carried.

Sandy Fulton:   I move to accept the minutes of the August 9, 2017 Board of Directors Meeting.

Joe Otto Seconded.  Motion Passed

Financial Statements

Randall Bowman:  The financial statements for KCBS for the month of July 2017 were sent via email to the Board.  The Committee moves that they be approved as presented and entered into the permanent record of the Kansas City BBQ Society.  Respectfully Submitted,


Randall Bowman, Treasurer

Chair Finance Committee

Presidents Report:

 

KCBS/MMA Marketing Report

 

KCBS/MMA Marketing Report September 2017

(Stats from 8/1/17 - 8/31/17)

Web - YOY Comparison

  • Total page views for August: 421,492 (-7.75%)
  • Total Unique Users for August: 43,773 (-10.1%)
  • Time per Visit: 4:03 f-3.2°A0
  • Advertising sold for August: $900                      71.4%)

National Pro BBQ Tour

  • 27 tour stops completed
  • Next stop is Kansas City, MO
  • Region 3 Championship in Madison, WI on September 16
  • Region 2 Championship in Edmond, OK on September 23

Great American Cookout Tour

  • September Events: River Falls, WI; Paducah, KY
  • 9 retail stops remaining

PR & Social Media - YOY Comparison

  • KCBS: (August)
    • Twitter Followers: 14,225
    • Twitter Impressions: 43,400 (-6.26%)
    • Facebook Page Likes: 54,686 (+20.29%)
    • Facebook Impressions: 658,702 (-6.01%)

Merchandise

  • Total: $186.90
    • 50% to KCBS $93.45
    • 50% to MMA $93.45

Miscellaneous

  • Update on National Pro BBQ Tour 2018
  • Update on GAC Tour sponsors

 

Sanctioning Report-Kim Collier

Event Name

Start Date

    End Date

  Created Date

Contest Location

Down Town Barbecue Throw down (JUDGES FULL)

12/15/2017

12/16/2017

9/7/2017

Las Vegas, NV

National Western BBQ Throwdown

1/5/2018

1/6/2018

9/7/2017

Denver, CO

Brasstown Valley Resort BBQ Throwdown (JUDGES FULL)

2/2/2018

2/3/2018

8/24/2017

Young Harris, GA

*BBQ Boogie & Blues 

4/27/2018

4/28/2018

8/24/2017

Calhoun, GA

BBQ in The Valley

5/4/2018

5/5/2018

8/24/2017

Jamestown, NY

*Hartford Rib Off(COMPETITOR'S SERIES)

6/15/2018

6/16/2018

8/24/2017

Hartford, CT

I Love Barbecue & Music Festival 

7/6/2018

7/8/2018

8/24/2017

Lake Placid, NY

*Gold Ribbin' BBQ Fest of Greater Green Bay-Heat1

7/13/2018

7/13/2018

8/24/2017

Green Bay, WI

*Gold Ribbin' BBQ Fest of Greater Green Bay-Heat 2

7/14/2018

7/15/2018

8/24/2017

Green Bay, WI

Smoke on the Shores

 3/9/2018

3/10/2018

8/23/2017

Nashville, TN

*Fire at the Foothills(BACKYARD ONLY)

 4/21/2018

4/21/2018

8/16/2017

Chelsea, AL

*Rockin Rib Off (BACKYARD ONLY)

 4/28/2018

4/28/2018

8/16/2017

Selma, AL

Smoke on the Quiet Waters

  9/8/2018

9/9/2018

8/16/2017

Devon, 

*Christmas on the River

12/1/2017

12/2/2017

8/14/2017

Demopolis, AL

KCBS Greek Fire Festival 2018

 4/28/2018

4/29/2018

8/14/2017

Reichshof, 

*Smoke in the House

 6/15/2018

6/16/2018

8/14/2017

White House, TN

*Stills and Grills  Fest (COMPETITOR'S SERIES)

 6/16/2018

6/16/2018

8/14/2017

North Wilkesboro, NC

*Canadian County CASA's All Fired Up for Kids BBQ 

7/27/2018

7/28/2018

8/14/2017

El Reno, OK

Que'n In Cumming   (DAY 1) Duel 

11/17/2017

11/18/2017

8/11/2017

Cumming, GA

 

SANCTIONING COMMITTEE MEETING

August 10, 2017

Sandy Fulton, Chair

MEMBERS:  Randy Bigler, Co-Chair,  Eddie Smith,  Mickey Williams,  Ron Templeman, Charlie Barrineau,  Debbie Yopp,  Graham Wilson,  Robert Stouffer,  Kim Collier,  Betty Frizzell,  Carolyn Wells,  Mike Hays, Carol Bigler

It was agreed that we would do an E-Blast to all of the current organizers listing the benefits of being a KCBS Member.  Also will include it on the Organizers Facebook Page.

Will ask Randall if we could offer Organizers who become members, a special discount of 25% for the cost of advertising their event in the Bullsheet.

Discussed the new series that the Committee would like to see rolled out “The Get Out and Grill Series”. 

Most of the meeting was in discussion of the New Organizers Handbook.  Each member will send their suggestions for changes and or additions to Sandy.  Sandy will make a rough draft with all of them and the September meeting will be entirely devoted to finalizing the new Organizers Guide.

Meeting adjourned.

 

Marketing Committee:  Randall Bowman, Chair

The Marketing Committee is finalizing the agreement with https://corporateshopping.com to exclude certain conflicting “perks” of current KCBS partners and will have this finalized in the next few days and on the KCBS website ASAP. This will enable us to offer over 250 discounts to our members. 

As marketing Chair, I have also taken on a more active role in our current relationships with partners to help ensure all expectations are met on all ends. I am happy to and plan to discuss in closed session many, exciting things in the works for 2018 with current and new partners. It does look like at this point most of; if not all 2017 partners will be returning at the same or higher commitment levels as well as some exciting new ones.

International Board of Managers Report- Wayne Lohman

No report for September as the IOTeam is in Slovenia for a contest and cook for an US Embassy affair.

KCBS CBJ Committee Minutes-Dennis Polson

Date: August 28, 2017   7 pm CDT

Members Present: Dennis Polson, Chair; Phillip Brazier, Co-chair; Mike Hays, KCBS President; Linda Polson, Recording Secretary; Jon Amidei, Frank Gonzales, Linda Lucas, Ralph Williams, Maxine Kilgore,  Carl Parrish, Marge Plummer, Debbie and Bill Gage, John Scharffbilig and Mike Peters.

Dennis opened the meeting and thanked Frank Gonzales and Linda Lucas for their work on the Bullsheet article.

Dennis reported that the Committee's suggestion regarding Rep Advisory 3.11 (Team and Family Members Judging) was referred to the Rep Committee and has been implemented.

Dennis stated that any changes to the CBJ and TC scripts for 2018 need to be made by December.  He has received input from some committee members but reminded members to review those scrips and provide input.

The committee discussed the issue of handicapped CBJs fulfilling requirements to become Master CBJs.  Following extensive discussion, the recommendation of the Committee is that those Judges would need to fulfill the MCBJ requirements in some manner. Linda Polson will compile a list of suggested alternative functions that those Judges may do to fulfill the requirements, for review by the Committee at the September meeting.

Following discussion of three non-agenda items, the meeting was adjourned at 8:38 pm CDT.  Next meeting is scheduled for Sept. 25th at 7 pm CDT.

Submitted by:

Linda Polson, Recording Secretary

Rep Committee – Philip Brazier, Chairman

No Rep Committee report this month.

I will be giving a report to Board about the Judge Seating program that was developed by Mark Gibbs.

Report was given and Phillip Brazier was instructed by the Board to use the program with other Reps that he will choose before the next Board Meeting.

BUILDING COMMITTEE:  Arlie Bragg, Chair 

The appraisal on the old KCBS office has come back a copy has also been dropped off at the veterinarian clinic next-door as they were interesting in purchasing the building
The current lease application is still being reviewed the company was in the building this last week going over building plans and we hope to hear back from that from the attorneys this next week
The building is still leaking in the back  they are supposed to fix it next week if not I have ask Kim Collier to look at dropping a few drops of dye in there during the next rain and see where it comes in the building and make sure that the waters coming from and it's not coming from the roof somewhere also the front area of our building the concrete dock slants towards the building so when it rains there's water running in there I have asked that somebody get a caulk gun and some clear caulking to apply and see if that stops the situation there

Tech Committee- Mike Peters – Chair

Technology Committee Report September 2017

Technology Committee met August 16.

Discussed website again and agreed to have vendors make presentations to the BOD on what they believe the best path for KCBS would be including costs. 

Discussed KCBS data

 

BANQUET MEETING- Sandy Fulton-Chair

August 29, 2017

Committee members:  Sandy Fulton, Barbara Richter, Chris Peters, Randy Bigler, Rich & Bunny Tuttle, Randy & Carol Bigler, Bill Capstack, Karen Murphy, Mike Hayes, Carolyn Wells, Kim Collier, Raye Keys

All of Board’s reservations have been confirmed by Barbara.

Kim reported that the “Tour” has been confirmed.  Info on the Tour will be put in the Bullsheet, giving a description of where the stops will be, times and cost.  Tour is scheduled for Friday and Saturday.

All AV requirements for the sessions will be given to Barbara. As we get closer in time, probably by October, Barbara will provide Session times of the meetings to Karrin for the Bullsheet, along with all info that the attendees will need and want to know.

Committee is interested in repeating last year’s Friday night entertainment with a cash bar and a DJ. Karrin and Kim will get back to committee with cost.

It was decided that Life Time members will receive one complimentary drink ticket for Friday night.  It will be given to them in their goody bag at registration.

Still in need of volunteers.    Bill, Karrin and Kim will prepare a schedule for the volunteers.  They will contact volunteers from last year.

Hotel will provide Barbara with a diagram of the banquet set up.  This will be in the Bullsheet so members can see where their table is located.

Committee discussed the showing of a power point.  Karrin will ask contest to send her pictures from their competitions.

Trophies are to be ordered.  Concern was cost of shipping so many trophies, but no solution was found.

The Board will be given the hotels who are interested in accommodating the KCBS Banquet for 3-5 years.  Sandy will poll the Banquet Committee to make a selection on the site of the 2019 Banquet and report to the Board the recommendation.

Kim and Karrin will reach out to vendors and report on their findings at the September meeting.

Meeting adjourned.

 

Membership Committee – Mike Peters, Chair

Membership Report September 2017

Active Members  20512

New Members  298

New from CBJ Class 122

Renewed Members 904

Non Renewed 678

New from Website 161

Total Lifetime Members 1440

International Members 1587

Countries Represented 33

Members “auto”renewed 449

Membership committee met on September 5. 

Discussed the latest survey results from past members. No recommendation at this time. 

Discussed a letter to the Membership and CBJ Committee concerning CBJ’s who have let their membership lapse for more than 18 months questioning why they have to pay for a new CBJ class to regain CBJ status and requesting a membership refund due to no CBJ classes in their area. This has been addressed by the CBJ committee also. When the rule was changed to 18 months, the argument was rules change and we owe the teams the most up to date and educated judges. With auto renewal and lifetime memberships, there are options for members to not let their membership/CBJ status lapse and the membership committee does not agree with offering a refund.

Carolyn Wells presented a number of International teams competing at the American Royal with Appreciation Certificates developed by Donna Fong and the Membership committee.

 

Rules Committee:   Mike Richter

The Rules Committee met August 15th. Several items were discussed including vacuum sealing meat after it has been cooked. The majority of the meeting was spent discussing the results of the pork survey routed to the members. The response rate was very good and almost evenly split between cooks and judges. This conducted as part of the review of the current pork rule. This review was performed at the request of the BOD during the February planning meeting. The committee does not have any recommendations with regards to changing the existing rule at this time.   The next committee meeting is September 19th.

At the Board’s direction, Mike will take back to the committee and request a clearer clarification of the current pork rule.

Nominating Committee:  Arlie Bragg: 

To date we only have one person turned in to run for the board there is rumors of about five or six more
I would also like to propose that if any board member resigns in the first six months of each year that we take the next candidate in line with the most votes to replace them with after six months will wait to the following year

Education/Communications Committee:   Michael McDearman

No report

Strategic Planning Committee:  Joe Otto

No Report

Philanthropy Report-Joe Otto

Information for the nomination process for The Gary Wells KCBS Sportsmanship Award and The Carolyn Wells Ambassador Award will be posted in the October and November Bullsheet

Old Business

New Business

Michael McDearman: I would like to bring a motion that the Bullsheet   publication be shifted  from printed newspaper version to kcbs.us for its distribution in 2018 with a .pdf printable format available to membership.  BOD authorizes funds for the web development hours.  BOD will monitor the transition and determine when publishing the printed version will cease after implementation of the website version.  Post-phoned to the October Board meeting.

Phillip Brazier moved and Randall Bowman seconded that the meeting adjourn at 11:30 PM CST.

Motion carried.

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